Intro ction I oduc n to

Wo Word 20 007
Techni T ical Su upport Servic ces
Office of Informat O tion Tech hnology, West Virginia University y OIT O Help Desk (3 304) 293-4444, o oithelp@m mail.wvu u.edu Workshop Materials: oit.w W wvu.edu/training/ /classma at/word/

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La Revised: February 6, 2008 ast 2

Co opyright 2008 West Virginia Univ versity

Table of Contents
Getting Started ............................................................................................................ 3 Word Environment.................................................................................................. 3 Office Button and Ribbons ..................................................................................... 4 Start a New Document ........................................................................................... 5 Entering and Editing Text ....................................................................................... 5 Save a Document ................................................................................................... 7 Saving Files for Office 2003 Users ......................................................................... 7 Open an Existing Document ................................................................................... 8 Close a Document .................................................................................................. 8 Print a Document ................................................................................................... 8 Margins ........................................................................................................................ 9 Ruler....................................................................................................................... 9 Paragraph Format Options ........................................................................................ 10 Alignment ............................................................................................................. 11 First Line Indent ................................................................................................... 11 Hanging Indent ..................................................................................................... 11 Change the Font ........................................................................................................ 12 Default Font .......................................................................................................... 12 Format Painter ..................................................................................................... 12 Styles ......................................................................................................................... 13 Apply Styles from the Home tab ........................................................................... 13 Keep lines of a paragraph together ........................................................................... 15 Keep a heading with its first paragraph ................................................................ 15 Widows and Orphans ........................................................................................... 15 Breaks ....................................................................................................................... 16 Headers and Footers ................................................................................................. 17 Insert Page Numbers ................................................................................................. 18 Insert Todays Date.................................................................................................... 18 Insert a Table ............................................................................................................. 19 Insert an Image .......................................................................................................... 19 Word 2007 Options .................................................................................................... 20 Word Keyboard Shortcuts.......................................................................................... 23

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Getting Started G g
To T start Wor do one of the follow rd, o wing: Click onc on the sh ce hortcut on t Quick L the Launch toolbar.

Double c click on a sh hortcut icon on your de n esktop. Go to Sta > Progra art ams > Microsoft Office > Microso Office W e oft Word 2007 Double c click on a Word docum W ment on you desktop o in a folde on your c ur or er computer.

Word En W nvironme ent

If you are new to the Office 2007 environment, h u t e here is what Word 200 looks like 07 e:
Qu uick Access To oolbar Office O Button B Ribb bon tabs Tit Bar tle

Help on butto

group

dia alog lau unchers

Scroll Ba ar Rulers

Status Bar S

Zoom Z Slider S

In nstead of a menu with commands and toolbars with buttons, you n s now have a ribbon wh here buttons and commands are group under ta s ped abs. Some groups will include a d l dialog launc cher button in its lower right corner to b bring up add ditional options. Anoth new fea her ature is the Mini Toolbar whic appears nearby wh you place your mo T ch hen ouse over selected tex (see page 12). xt e Take a few m T minutes and find the T Title Bar, Qu uick Access Toolbar, O s Office Butto Help bu on, utton, Rulers, Ribb R bon, Home tab, Font group, Parag graph dialo launcher Status Ba Zoom Slider. og r, ar,
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Office Bu O utton an Ribbo nd ons

The Office Button in the upper left corner c e contains se everal comm mands form merly found und a File m der menu in earlier versions of Office. When you need to op u pen, save, or print a file, c p clicking on the Office B Button is on way to a ne accomplish these tasks. The Office Button wi also display a list of recently sa e ill f aved docum ments on th right he hand side until you c e click on one of certain commands from the list. Once yo e s ou select a command, a c additional o options might appear o the right side. on

Home tab cont tains Clipboard, Font, Para agraph, Styles, and Editing groups g

nsert tab yo can insert page breaks, tables, illustr ou p rations, links, header or foo oter, today's d date, symbol, etc. In

Page Layout t change theme, marg tab gins, orientatio (portrait vs landscape); insert a page border; form paragraph on s. ; e mat h

References ta insert tab of contents footnote, endnote, citatio caption, in R ab ble s, on, ndex; mark en for index ntry

View tab cha ange to Outlin or Draft vie display the Ruler or Do ne ew, ocument Map, change the Zoom, arrang windows ge

You Y can add frequently used commands to y d y your Quick Access To oolbar. Refer to the handout di R istributed at the Transitioning to O t Office 2007 workshop for more details: 7 oit.wvu.edu/training/classma at/office/tra ansition_offi ice2007_ha andout.pdf oit.wvu.edu/training/online/o office2007/q quickacces sstoolbar.html
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Start a New Document

1. Click on the Office Button in the upper left corner and select New from the list of commands.

2. Choose Blank document or some other template from the list of possible choices. 3. Click on the Create button.

Entering and Editing Text

Type: When you start a new document, your cursor will appear in the upper left corner of the blank page. Just start typing! Word wrap will take care of the ends of lines for you, based on your margins and indentation settings.

Insert Text: Position the cursor where you need to insert a word or letter using your mouse or the arrow keys on your keyboard. By default, your keyboard is in insert mode and any new characters you type will be inserted. Delete Text: Use the Backspace key to erase backwards one character from the cursor. Use the Delete key to erase the character to the right of the cursor. Select Text: Click and drag the mouse over text to select it. You can also double click on a word to select that word or triple click to select the current paragraph. Press Ctrl A to select the entire document.

Intro to Word 2007

Copy: Once you have selected so C e ome text, yo can use the Copy b ou button on th he Clipbo oard group under the Home tab, or press Ctrl C, or rig click and ght d choos Copy fro the shor se om rtcut menu. After you h have copied the text to d o the clipboard, move to whe you wan the copie text to ap ere nt ed ppear and paste it in using the big Pas button o Ctrl V or right click a choose e ste or and e Paste e. Move: You c select text and the cut (Ctrl X) and pas it as des M can t en ste scribed in th he Copy operation listed above. Alternatively, you ca select te click on it an ext, n again and then while holding down yo left mou button, drag it to a new n, our use location in the do ocument an release the mouse to drop it. W nd While you a are dragg ging the tex your curs has a sm box att xt, sor mall tached to it t. Undo: To un the last thing you did, click on the Undo button U ndo t o on the Quick Access Toolbar or press Ctrl Z. e s Redo: To re the last thing you u R edo un-did, click on the Re button. k edo It can change its shape dep n s pending on whether yo have performed an "undo". ou n Find and Re F eplace: You can repla words throughout y ace your docum ment with th Replace he comm mand found under the Editing gro on the H oup Home tab. Click on the Mor button to get more o re o options.

Special but tton allows you to seek for and re k eplace spec symbols such as ta cial s abs, em The S dashe paragra marks, section bre es, aph eaks, etc.

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Save a Document
1. Click on the Office Button in the upper left corner and select Save from the list of commands.

2. Select a folder to hold the file and give the file a name. 3. Click on the Save button.

Saving Files for Office 2003 Users

By default, newly created Microsoft Word 2007 files will be saved in a new XML-based file format with the extension .docx; this new file format cannot be read by older versions of Word unless that person successfully installs a free compatibility pack available at microsoft.com. If you need to share documents with someone who is using an older version of Word, you might want to use the Save As command to save the file in the older Word 97-20003 file format.

To Create a Word 97-2003 Format Document

1. 2. 3. 4. 5. Click on the Office Button. Click on Save As. Select Word 97-2003 Document. Choose a folder location and give the file a name. Click on the Save button.

Change the Default File Format for Saving

1. 2. 3. 4. 5. Click on the Office Button. Click on Word Options button at bottom of dialog Choose Save from the list on the left Change the value for Save files in this format to Word 97-2003 Document. Click on the OK button.

Intro to Word 2007

Open an Existing Document

1. Click on the Office Button in the upper left corner and select Open.

2. Look in the My Documents folder or on your Desktop or in other folders until you find the file you wish to open. 3. Click once on the file name then click on the Open button -orDouble click on the file name.

Close a Document
Click on the Office Button in the upper left corner and select Close. -or- Press Ctrl W -or- Click on the X in the upper right corner of the title bar -orAdd the Close button to your Quick Access toolbar and use it.

If you havent saved your most recent typing or editing changes, you will be prompted to do so. Click on Yes to save your document while you are closing it.

Print a Document
Click on the Office Button in the upper left corner and select Print. -or- Press Ctrl P -orAdd the Print button to your Quick Access toolbar and use it.

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Margin M ns
Use U the Pag Layout tab, click on the Margins button, and then c ge t n choose from a selectio of m on predefined m margins or set your ow custom m s wn margins.

You Y can also click the dialog launc o d cher button in the bott n tom right co orner of the Page Setu group e up under the Pa Layout tab to open a dialog b that wil allow you to change the Margin age t box ll ns, Orientation, Paper Size and Sourc and Lay O e ce, yout. If you want these new marg e gins to be th he default for ne docume ew ents that yo create, c ou click on the Default but tton in the lower left co orner of th dialog bo he ox.

Ruler R
An A alternativ method for setting m ve f margins and indentatio is to use the ruler. on e 1. Make sure you are in Print Layout view View tab > Print La e a w: b ayout. 2. If you cannot see a ruler, go to the Vie tab and check Rule u ew er.

3. You m might need to drag the Indent but e ttons out of the way fir Drag the square at the f rst. t bottom to the rig and drag the little h m ght g house butto on the fa right a little to the lef on ar ft.

In to Word 2 ntro 2007

4. Positi your cursor over th division between lig and dar your ion he ght rk; curso will chang into a do or ge ouble-heade arrow. ed 5. Drag it to the left or right to change the margin fo the docum t e or ment. can s t margins. You c do the same thing to the ruler on the left for top and bottom m You Y can dra the inden buttons to change th paragrap indentat ag nt o he ph tion for a se elected para agraph. Select the pa S aragraph(s) first. Then n: Drag the left indent square to b bring the en ntire paragr raph to the right. Drag the upside hou to the r use right to have a first line indent for the paragr e e raph Drag the house butt on top o the squa to the rig for a ha ton of are ght anging indent. Drag the house butt on the f right side to the left to shorten the line length for the paragraph. ton far t n e h

Paragraph Fo P ormat Option ns

You Y can use the ruler to set first line indent o e or hanging inde As an alternative to the ruler ent. a r te echniques o to specify other form or y matting options, click the dial launche of a Para log er agraph grou to up in nvoke the P Paragraph dialog box. d

<< di ialog launcher

Paragraph gro under th Home tab P oup he

Paragraph gro under th Page Layo tab P oup he out

You Y can set the alignm ment, change the inden ntation of a paragra aph, and set the line sp t pacing. Use e Spacing Bef S fore or Spacing After to control sp pacing between par ragraphs as an alterna s ative to usin two ng s p hard returns between paragraphs. For F more do ocument for rmatting opt tions, look under the P Page Layout tab.

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Alignment A
There are fo buttons in the Para T our agraph group on the H Home tab th hat are specifica for align ally nment. Onc you have highlighte the ce e ed s) w rk k ppropriate paragraph(s that you want to wor with, click on the ap button (left, c center, righ full justify ht, y).

First Line Indent F e t

A first line in ndent is whe the first line of the paragraph is indented (e.g. 5 sp ere t d paces or half inch). 1. To ac ccomplish th go to th Home ta and click on the Paragraph dialog launch his, he ab k her.

2. Click on the Inde ents and S Spacing tab if it is not on top. b 3. In the Indentatio section, c e on click on the down trian e ngle under S Special; the cu urrent value is probably set to (n e none). 4. Selec First Line and spec how far you want th first line indented. ct e cify he This paragra format will stay in effect for th rest of yo paragra T aph he our aphs.

Hanging Indent H
A hanging in ndent is where the first line of the paragraph touches th t e h he le margin b subsequ eft but uent lines a indented You may choose to are d. y create hanging indents for a list of references at the end of your f s d document or for a gloss r sary. 1. To ac ccomplish th go to th Home ta and click on the Paragraph dialog launch his, he ab k her.

2. Click on the Inde ents and S Spacing tab if it is not on top. b 3. In the Indentatio section, c e on click on the down trian e ngle under S Special. 4. Selec Hanging and specif how far y want the subseque lines ind ct fy you e ent dented. This paragra format will stay in effect for th rest of yo entries. If you hav already ty T aph he our ve yped in yo list of re our eferences, select all of the entries and then apply this f f s formatting.

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Change the Font

Font Group under the Home tab: To change the appearance of existing text, select it with your mouse; then use the font tools found under the Home tab. You can change the font family, the text size, text color, apply bold formatting or italics, etc. There is also a Clear Formatting button.

Mini-toolbar: Another option is that if you select text and then hover your mouse over the selected text, a very dim mini-toolbar will appear. As your mouse cursor gets closer to it, it becomes more visible. You can select any of the text formatting tools off the floating toolbar.

Font Dialog: In addition to using the formatting tools to modify text appearance, you can bring up the Font dialog: Home tab > Font dialog button. In this dialog, you can change several attributes at one time. You can change the font itself, text size, its underline and font style, and its color. You can add special effects such as strikethrough, shadow, or superscript.

Default Font
You can make a font your default font for all new documents by clicking on the Default button in the lower left corner of the Font dialog. Word will ask you to confirm the current font choice for your normal document template.

Format Painter
You can use the Format Painter tool found under the Home tab or the mini-toolbar to apply font characteristics to additional text: 1. Select text and make your formatting changes 2. Make sure the text is still selected 3. Click on the Format Painter tool (double click if you want to use it several times in a row) 4. Click on a word or select text to change its appearance to that of the previously selected text 5. If you double clicked on the tool, click on it once to turn it off or press the escape key.

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Styles
A style is a set of formatting instructions that control the appearance of your text. You identify this unique set of instructions by giving it a style name. Any text can be altered quickly, consistently, and easily by using the style that you have identified. Styles can be very handy if you need to modify your formatting later and heading styles can be used to generate an automatic table of contents. Styles are collections of character and paragraph formatting decisions that you make and then save using names that are meaningful to you. Although you aren't always aware of it, any time that you are using Word, you are using styles.

Apply Styles from the Home tab

1. Place the insertion point in the paragraph that you want to format or select several paragraphs.
2. Select a style from the Styles group on the Home tab.
click this to see another row

Click on the down triangle to see another row of choices

More button

Click on the More button to see additional choices including Clear Formatting

Intro to Word 2007

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Modify Existing Heading Styles

If your style guide dictates a different appearance for the heading text, here are the steps to customize the heading style: 1. Go to the Home tab 2. Right click on a heading style in the Styles group 3. Choose Modify from the shortcut menu

4. Make changes to the font, font size, style, color, alignment, line spacing. Click on the Format button to get to dialog boxes to change more formatting.

5. Click on OK to save your changes to the style. By default, these changes will apply only to this document.

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Keep lines of a paragraph together

1. Select the paragraphs. 2. On the Home menu, click Paragraph, and then click the Line and Page Breaks tab. 3. Select the Keep lines together check box.

Keep a heading with its first paragraph

1. Select the paragraph you want to keep with the next on a page. This is usually used when you have text you want to act as a heading and you dont want it to be separated from its first paragraph. If you use Words built-in heading styles, this option is already in effect. 2. On the Home menu, click Paragraph, and then click on the Line and Page Breaks tab. 3. Select the Keep with next check box.

Widows and Orphans

In documents, an orphan is a heading or first line of a paragraph as the last line on a page and a widow is the last line of a paragraph alone at the top of the next page. Some style guides discourage allowing paragraphs to split so that orphans or widows are created. 1. Select the desired text (keyboard shortcut: Ctrl A for whole document) 2. Click on the Paragraph dialog launcher from the Home menu. 3. Click on the Line and Page Breaks tab 4. Put a check mark in front of Widow/Orphan control This will move a line at the bottom of a page to the top of the next page as needed.

before "Widow/Orphan" control one line at top of next page

after "Widow/Orphan Control" is checked line from previous page joins the lonely line

before "Widow/Orphan" control first line of paragraph at bottom of page

after "Widow/Orphan Control" is checked that lonely line jumps to top of next page

Intro to Word 2007

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Breaks
To add a line or page break to the document, select the Page Layout tab and click on Breaks. Then choose the type of break youd like to insert in your document from the list that drops down. Page Break: choose Page from the top of this list for a forced break between pages. Column Break: used to force text to the top of the next column when you have set up your document or section with columns. Next Page Section Break: if you want some pages to have a different orientation, different header/footers, a different style of page numbers, or different margins, you will have to insert a section break. Continuous Section Break: useful for having a portion of a page with columns or different margins. Even or Odd Page Section Break: avoid these unless you know what youre doing. They are meant for those documents where the new chapter must start on an odd or even page. These should not be used at all in WVU theses and dissertations. Line Break: To insert a line break instead of a paragraph break, press Shift Enter. This is useful when you want to break a document heading or block of text in a specific location. Note: If you delete a section break, the previous section will inherit the characteristics of the former second section (formatting will flow backwards) Another way to insert a simple page break is to choose Page Break from the Pages group on the Insert tab or press Ctrl Enter.

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Header and Foote H rs ers

Sometimes y want more than ju a page n S you m ust number at t top or b the bottom of yo pages. You can our create a running title or a running footer that will print on each page. r n To T create or work with your heade or footer, go to the I r er , Insert tab a select H and Header or F Footer.

You can select a Built-In style from the m n e menu that app pears.

You can enter text by clicking Edit Heade or n er Edit Foo from the below the list of built-in oter e styles an typing in the dotted box that a nd n d appears.

To ins text such as the ti or the a sert itle author name QuickPa e: arts > Docu ument Prop perty. To ins text such as the fi sert ilename or AutoText: Q QuickParts > Field s To ins a page number, c sert e click on the Page Num mber button n. To ch hange page number ap e ppearance, click on th Page Number butto and choo , he on ose Format Page Nu umbers. can umber of pa ages. You c include the total nu You c insert th current d can he date or time or an ima into the header or footer. e age You c switch between ed can b diting the he eader and t footer. the You c go to a previous or next secti can ions heade or footer. er Quick trick: once a header or footer ex k e xists, you can double c click in that area to sta t art editing it. You ca double c an click back in the body o press Es to return to the docu n or sc ument.

In to Word 2 ntro 2007

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Insert Page Numbers

1. Go to the Insert tab and select Page Number 2. Select a position for the page numbers or select Format Page Numbers. 3. You can choose a number format (Letters, Roman Numerals, etc.) and the page you want the numbers to begin.

An alternative technique for page numbers is to place them in a header or footer.

Insert Todays Date

1. Go to the Insert tab and select Date and Time from the Text group.

2. You can choose the format of the date or time that you want to insert. 3. Put a check mark next to Update automatically if you always want the date on the document to be the date the document was opened. 4. Click on OK.

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Insert a Table
1. Go to the Insert tab and click on Table.

2. Either select the number of rows and columns with your mouse then click. -orClick on Insert Table and enter the number of rows and columns in the dialog.

Insert an Image
1. Go to the Insert tab and click on Picture

2. Look in your folders until you find the image you wish to insert. 3. Double click on it or click once then on the Insert button. When you click on an inserted picture, you will have an additional ribbon: Picture Tools > Format that you can use to modify the image (brightness, contrast, crop, etc)

Intro to Word 2007

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Word 2007 Options

Office Button > Word Options button > choose a category on left > choose responses > OK

Popular Options control interface for working with Word

Display Options control page display, visibility of formatting marks, printing options

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Proofing Options AutoCorrect, spell check

Save Options default file format, autorecover, embedding fonts

Intro to Word 2007

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Advanced Options selecting text, overtype, default paragraph style, copy & paste formatting

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Word Keyboard Shortcuts

Bold = Ctrl B Center a paragraph = Ctrl E Copy = Ctrl C Cut = Ctrl X Exit = Alt F4 Find = Ctrl F Go to a certain page = Ctrl G Go to beginning of line = Home Go to beginning of document = Ctrl Home Go to end of line = End Go to bottom of last page = Ctrl End Hanging Indent = Ctrl T Help = F1 Italicize = Ctrl I Open = Ctrl O Paste = Ctrl V Print = Ctrl P Print Preview = Ctrl F2 Replace = Ctrl H Right Align paragraph = Ctrl R Save = Ctrl S Save As = F12 Select word = double click on it Select paragraph = triple click in it Select All text in document = Ctrl A Spell Check = F7 Undo = Ctrl Z View Paragraph Formatting = Shift F1
Intro to Word 2007 23

(or F5)